Records retention management

Abstract

Examples provide record retention to content items in a content management system. The system identifies a content item stored in a content items database and displays a user interface (UI) that includes a list for a categorization criterion. User input is received from the UI indicating a user selection for the first categorization criterion. A retention mapping schedule maps the criterion options to retention labels of a retention schedule. A retention label for the content item is determined based on the first user selection and the retention mapping schedule, the retention label being defined in the retention schedule and having an expiration duration defining how long content items marked with the retention label are retained. The retention label is stored as metadata for the content item, and the content item is deleted after an expiration duration of the content item has elapsed.

What is claimed is: 
     
         1 . A content management system for adding record retention to content items stored in a content items database and deleting content items from the content items database upon retention expiration, the content management system comprising:
 at least one processor; and   at least one memory comprising computer-readable instructions, the at least one processor, the at least one memory and the computer-readable instructions configured to cause the at least one processor to:
 identify a content item stored in the content items database, the content item including content data and content metadata; 
 cause a user interface (UI) to be displayed on a user device, the UI includes a first list for a first categorization criterion, the first categorization criterion including one or more first criterion options selectable via the first list; 
 receive first user input from the UI indicating a first user selection for the first categorization criterion, the first user selection being one of the one or more first criterion options; 
 identify a retention mapping schedule, the retention mapping schedule maps the one or more first criterion options to retention labels of a retention schedule; 
 determine a retention label for the content item based on the first user selection and the retention mapping schedule, the retention label being defined in the retention schedule and having a retention duration defining how long content items marked with the retention label are retained; 
 store the retention label as metadata for the content item; 
 based on a user modifying the content item, automatically reset the retention duration; and 
 delete the content item from the content items database after the retention duration of the content item has elapsed. 
   
     
     
         2 . The content management system of  claim 1 , wherein the computer-readable instructions are further configured to cause the at least one processor to:
 generate an expiration report that identifies all content items scheduled to expire within a configurable expiration window, wherein the expiration report groups the contents items by retention category.   
     
     
         3 . The content management system of  claim 2 ,
 wherein the retention label further includes a soft enforcement type,   wherein the soft enforcement type enables the user to manually delete the content item, even if a retention criteria of the content item has not yet been satisfied,   wherein the soft enforcement type generates a warning message to the user when attempting to delete the content item before the retention duration has elapsed, and   wherein the warning message displays remaining retention time.   
     
     
         4 . The content management system of  claim 2 ,
 wherein each row of the expiration report comprises a particular retention category, a retention duration for content items in the particular retention category, and a total number of content items in the particular retention category scheduled to expire within the configurable expiration window.   
     
     
         5 . The content management system of  claim 2 ,
 wherein the retention label further includes a hard enforcement type,   wherein the hard enforcement type prevents the user from manually deleting the content item until after a retention criteria of the content item has been satisfied, and   wherein attempted deletions generate an alert to an administrator.   
     
     
         6 . The content management system of  claim 4 ,
 wherein the expiration report links to a detailed expiration report for each retention category, wherein the detailed expiration report comprises: a title, a last modified date, a last modifier identifier, and an expiration date of each content item of the retention category.   
     
     
         7 . The content management system of  claim 6 , wherein the detailed expiration report further comprises: an column with an identifier for a space to which the content item is assigned, a column with a retention category identifier, and a column with a description of the retention category. 
     
     
         8 . A method for adding record retention to content items stored in a content items database and deleting content items from the content items database upon retention expiration, the method comprising:
 identifying a content item stored in a content items database;   causing a user interface (UI) to be displayed on a user device, the UI includes a first list for a first categorization criterion, the first categorization criterion including one or more first criterion options selectable via the first list;   receiving first user input from the UI indicating a first user selection for the first categorization criterion, the first user selection being one of the one or more first criterion options;   identifying a retention mapping schedule, the retention mapping schedule maps the one or more first criterion options to retention labels of a retention schedule;   determining a retention label for the content item based on the first user selection and the retention mapping schedule, the retention label being defined in the retention schedule and having a retention duration defining how long content items marked with the retention label are retained;   storing the retention label as metadata for the content item;
 based on a user modifying the content item, automatically resetting the retention duration; and 
 deleting the content item from the content items database after the retention duration of the content item has elapsed. 
   
     
     
         9 . The method of  claim 8 , further comprising
 generating an expiration report that identifies all content items scheduled to expire within a configurable expiration window, wherein the expiration report groups the contents items by retention category.   
     
     
         10 . The method of  claim 9 ,
 wherein the retention label further includes a soft enforcement type,   wherein the soft enforcement type enables the user to manually delete the content item, even if a retention criteria of the content item has not yet been satisfied,   wherein the soft enforcement type generates a warning message to the user when attempting to delete the content item before the retention duration has elapsed, and   wherein the warning message displays remaining retention time.   
     
     
         11 . The method of  claim 9 ,
 wherein each row of the expiration report comprises a particular retention category, a retention duration for content items in the particular retention category, and a total number of content items in the particular retention category scheduled to expire within the configurable expiration window.   
     
     
         12 . The method of  claim 9 ,
 wherein the retention label further includes a hard enforcement type,   wherein the hard enforcement type prevents the user from manually deleting the content item until after a retention criteria of the content item has been satisfied, and   wherein attempted deletions generate an alert to an administrator.   
     
     
         13 . The method of  claim 11 ,
 wherein the expiration report links to a detailed expiration report for each retention category, wherein the detailed expiration report comprises: a title, a last modified date, a last modifier identifier, and an expiration date of each content item of the retention category.   
     
     
         14 . The method of  claim 13 , wherein the detailed expiration report further comprises: an column with an identifier for a space to which the content item is assigned, a column with a retention category identifier, and a column with a description of the retention category. 
     
     
         15 . A computer storage medium having computer-executable instructions that, upon execution by a processor of a computer, cause the processor to at least:
 identify a content item stored in a content items database;   cause a user interface (UI) to be displayed on a user device, the UI includes a first list for a first categorization criterion, the first categorization criterion including one or more first criterion options selectable via the first list;   receive first user input from the UI indicating a first user selection for the first categorization criterion, the first user selection being one of the one or more first criterion options;   identify a retention mapping schedule, the retention mapping schedule maps the one or more first criterion options to retention labels of a retention schedule;   determine a retention label for the content item based on the first user selection and the retention mapping schedule, the retention label being defined in the retention schedule and having a retention duration defining how long content items marked with the retention label are retained;   store the retention label as metadata for the content item;   based on a user modifying the content item, automatically reset the retention duration; and   delete the content item from the content items database after the retention duration of the content item has elapsed.   
     
     
         16 . The computer storage medium of  claim 15 , further comprising instructions that, upon execution by a processor of a computer, cause the processor to at least:
 generate an expiration report that identifies all content items scheduled to expire within a configurable expiration window, wherein the expiration report groups the contents items by retention category.   
     
     
         17 . The computer storage medium of  claim 16 ,
 wherein the retention label further includes a soft enforcement type,   wherein the soft enforcement type enables the user to manually delete the content item, even if a retention criteria of the content item has not yet been satisfied,   wherein the soft enforcement type generates a warning message to the user when attempting to delete the content item before the retention duration has elapsed, and   wherein the warning message displays remaining retention time.   
     
     
         18 . The computer storage medium of  claim 16 ,
 wherein each row of the expiration report comprises a particular retention category, a retention duration for content items in the particular retention category, and a total number of content items in the particular retention category scheduled to expire within the configurable expiration window.   
     
     
         19 . The computer storage medium of  claim 16 ,
 wherein the retention label further includes a hard enforcement type,   wherein the hard enforcement type prevents the user from manually deleting the content item until after a retention criteria of the content item has been satisfied, and   wherein attempted deletions generate an alert to an administrator.   
     
     
         20 . The computer storage medium of  claim 18 ,
 wherein the expiration report links to a detailed expiration report for each retention category, wherein the detailed expiration report comprises: a title, a last modified date, a last modifier identifier, and an expiration date of each content item of the retention category.